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Office Assistant Job Description

How to Hire an Office Assistant

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Office Assistant Job Description

We have an opening for a responsible and organised office assistant to join our growing company. In this position, you will perform various office tasks, answer phones, and sort mail. Other duties will include working with office managers and executives to prepare documents, organising files, managing existing documents, and generally keeping the office organised, tidy, and running smoothly.

Office Assistant Duties and Responsibilities

  • Answer phone enquiries and direct calls appropriately
  • Perform office duties, take memos, maintain files, and organise documents; etc. as needed
  • Assist with planning corporate events, meetings, and employe team building projects or special events
  • Assist in preparing reports and presentations
  • Manage files, records, and correspondence for meetings
  • Type documents and reports
  • Arrange meeting space and conference room schedules
  • Assist with travel and expense reports
  • Update staff calendars and organise schedules
  • Prepare information and research for executive needs
  • Oversee mail deliveries, packages, and couriers
  • Purchase and track office supplies for each department
  • Arrange schedules and executive correspondence
  • Set up, organise, and maintain conference rooms, training rooms, and meeting rooms

Office Assistant Skills and Requirements

  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars
  • Prior experience handling office responsibilities, experience in customer service, or related field
  • Excellent communication skills
  • Organised multitasker and able to well in a fast-paced environment
  • Willingness to learn and to grow as part of the company

Personalising Your Office Assistant Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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